Board of Works

BOARD OF PUBLIC WORKS AND SAFETY MINUTES November 26, 2024 Regular Session: The Board of Public Works and Safety met in regular session on Tuesday, November 26, 2024 at 9:00 a.m. in the Common Council Chambers. Members present were: Gary Henriott, Cindy Murray, Ron Shriner, Amy Moulton and Eric Rody Jacque Chosnek, City Attorney, was present at the meeting. President Henriott called the meeting to order. The Pledge of Allegiance was given to the flag of our Country. MINUTES Mrs. Moulton moved for approval of the minutes from the November 19, 2024 regular meeting. Mrs. Murray seconded. Passed. BIDS UNDER ADVISEMENT Lead Service Line Replacements, Phase 1 President Henriott stated that this item will remain under advisement. NEW BUSINESS Engineering Recommendation for Rejection- Structure Demolition at 11 N. 13th Street Jeromy Grenard, Public Works Director, presented to the Board and recommended approval of a Recommendation for Rejection of the Structure Demolition at 11 N. 13th Street. Mr. Grenard stated that the discrepancy between the submitted bids and the anticipated costs is substantial enough to warrant a rejection of all bids at this time. Mr. Grenard stated that the Engineering Office will review the project scope and specifications and anticipate re-opening the bidding process at a later date. Mr. Grenard explained to the Board the details of the demolition that makes this unique and complicated. Mr. Shriner moved for approval. Mr. Rody seconded. Passed. Recommendation for Award-Manhole Grade Adjustment Project Mr. Grenard presented to the Board and recommended approval of Recommendation for Award for the Manhole Grade Adjustment Project with Reith-Riley Construction as the low bidder. Mrs. Murray moved for approval. Mr. Rody seconded. Passed. Contract-Manhole Grade Adjustment Project Mr. Grenard presented to the Board and recommended approval of a Contract for the Manhole Grade Adjustment Project with Reith-Riley Construction in the amount of $164,250.00. The construction will take place in the Spring 2025. Mrs. Moulton moved for approval. Mr. Shriner seconded. Passed. Board of Public Works and Safety November 26, 2024 Page 2 Notice to Proceed-Manhole Grade Adjustment Project Mr. Grenard presented to the Board and recommended approval of a Notice to Proceed for the Manhole Grade Adjustment Project. The project may begin as of today but will most likely start in the Spring of 2025. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Change Order #1-Small Concrete Projects Mr. Grenard presented to the Board and recommended approval of Change Order #1 for the Small Concrete Projects. The change order is an increase in the amount of $9,084.00 which brings the revised contract amount to $55,954.00. The change order includes addition of ADA complaint ramps. It also includes a change in scope to remove and replace damaged concrete and non-complaint ramps and sidewalk transition. Mr. Shriner moved for approval. Mrs. Murray seconded. Passed. Change Order #1-Sherwood Drive Concrete Street Patching Mr. Grenard presented to the Board and recommended approval of Change Order #1 for Sherwood Drive Concrete Street Patching. The change order is an increase in the amount of $15,196.00 which brings the revised the contract amount to $93,640.00. The change order includes addition of extra concrete, change in scope to remove and replace damaged concrete. Mr. Rody moved for approval. Mrs. Moulton seconded. Passed. Purchasing Recommendation for Award-2025 Landscape Maintenance Dave Payne, Purchasing Director, presented to the Board and recommended approval of a Recommendation for Award of the 2025 Landscape Maintenance Project with Brightview Landscapes, LLC as the low bidder. Mrs. Moulton moved for approval. Mrs. Murray seconded. Passed. Contract-2025 Landscape Maintenance Mr. Payne presented to the Board and recommended approval of a Contract for the 2025 Landscape Maintenance with Brightview Landscapes, LLC in total award amount of $409,261.20. The bid amount is $358,001.20, alternate amount is $1,400.00, and an additional amount of $49,860.00 (plant material) which totals the award amount of $409,261.20. Mr. Shriner moved for approval. Mr. Rody seconded. Passed. Legal Counsel Resolution 11-2024 A Resolution of The Board of Public Works And Safety of The City of Lafayette, Indiana, Recommending The Participation of Said City In The Motor Fuel Budgeting Program of The Indiana Bond Bank, The Execution of The Qualified Entity Reimbursement Agreement In Connection Therewith And Other Related Matters Ms. Chosnek presented to the Board and recommended approval of Resolution 11-2024-A Resolution of the Board of Public Works and Safety of the City of Lafayette, Indiana, Recommending the Participation of Said City in the Motor Fuel Budgeting Program of the Indiana Bond Bank, the Execution of the Qualified Entity Reimbursement Agreement in Connection Therewith and Other Related Matters. Jeremy Diehl, Controller, stated that participating in the program acts as an insurance policy against the price fluctuations and went over the Board of Public Works and Safety November 26, 2024 Page 3 details of the program. Mr. Diehl answered questions from the Board. Mrs. Moulton moved for approval. Mr. Rody seconded. Passed. Resolution 12-2024-SRF Loan Program Signatory Authorization Resolution Ms. Chosnek presented to the Board and recommended approval of Resolution 12-2024 SRF Loan Program Signatory Authorization Resolution. Ms. Chosnek stated that this resolution was approved at the last BOW meeting however the SRF and IFA required a specific individual be named in the resolution. The change to the resolution reads: 1. The City Controller, Jeremy Diehl, or the Deputy Controller, Jenna Karle, are authorized to make application for a State Revolving Fund Loan (“SRF Loan”) and provide the SRF Loan Program such information, data and documents pertaining to the loan process as may be required, and otherwise act as the authorized representative of the Participant; Ms. Chosnek stated that this makes sure that Jermy Diehl or Jenna Karle is authorized to sign documents. Mr. Rody moved for approval. Mrs. Murray seconded. Passed. Agreement with Arman Lodge #49-Fraternal Order of Police Ms. Chosnek presented to the Board and recommended approval of an Agreement with Arman Lodge #49 Fraternal Order of Police. Ms. Chosnek stated that this 4-year contract and has been approved by the FOP. The contact runs January 1, 2025 through December 31, 2028. Ms. Chosnek highlighted the changes made in the contract. Mrs. Murray moved for approval. Mr. Shriner seconded. Passed. Agreement with Local 472 Lafayette Fire Fighters Association Ms. Chosnek presented to the Board and recommended approval of an Agreement with Local 472 Lafayette Fire Fighters Association valid from January 1, 2025 through December 31, 2028. Ms. Chosnek highlighted the changes made in the contract. Mr. Rody moved for approval. Mr. Shriner seconded. Passed. CLAIMS Jeremy Diehl, Controller, presented for Board approval of Claims in the amount of $1,206,855.17. Mr. Rody asked a question on Page 35 regarding the Tanner Industries Inc invoice for Instructional Fees, Travel and Mater for Training 10/31-11/2 2024. Mr. Diehl stated that this is for Lafayette Fire training 3-day session. Mrs. Murray asked a question on Page 35 regarding the Team Wendy LLC invoice for TRT Helmets. Fire Chief, Brian Alkire, stated that this was fire tactical rescue helmets. Mr. Rody moved for approval. Mrs. Moulton seconded. Passed. Time: 9:15 a.m. BOARD OF PUBLIC WORKS AND SAFETY Gary Henriott s/s President ATTEST: Mindy Miller Riehle s/s Mindy Miller Riehle, 1st Deputy Clerk Minutes written by Mindy Miller Riehle, 1st Deputy Clerk *A digital audio recording of this meeting is available in the Lafayette City Clerk’s Office or online at http://www.lafayette.in.gov/agendacenter. **A list of all permits issued for the preceding week is available at http://www.lafayette.in.gov/DocumentCenter/Index/375